Over time, data is only useful if you can access it clearly and export it when needed. Whether you are preparing payroll, reviewing workload patterns, or presenting a report to management, knowing exactly where overtime records live in Horilla HRMS and how to get them into a spreadsheet saves a significant amount of time. This post walks through the process from navigation to export.
Where to Start
Open the Attendance module from the left sidebar. The sub-menu shows: Dashboard, Biometric Devices, Attendances, Attendance Requests, Hour Account, Work Records, Attendance Activities, Late Come Early Out, and My Attendances. Click on Attendances.
The page is titled “Attendances” and shows three tabs at the top with count badges: Attendance To Validate, OT Attendances, and Validated Attendances. In the current example, there are 78 records pending validation, 34 OT (overtime) attendance records, and 39 validated attendances.
The OT Attendances Tab
For overtime reporting, the tab you need is OT Attendances. Click it.
The count badge — showing 34 in this example — confirms how many overtime attendance records exist in the system.
The OT Attendances list shows the same columns as the main attendance list: Employee, Date, Day, Check-In, In Date, Check-Out, Out Date, and additional fields scrolled off to the right. What makes these records specifically overtime is that they represent attendance logged beyond the employee’s configured shift hours.
Looking at the current records, Adam Luis (PEP00) has multiple OT entries across different dates — a Monday entry on 2026-06-01 with a check-in at 01:22 and check-out at 12:46 the next day, a Sunday entry on 2026-05-31, and several others showing non-standard hours. Alice Foster (PEP69) also has an OT record. Each row has a validate action button on the right for HR to confirm the overtime record.
Filtering OT Records
The Filter button opens a panel with three sections: Work Info, Attendance, and Advanced. The Advanced section is particularly useful for overtime reporting. It includes:
- Attendance From / Attendance Till — Filter by a date range to pull overtime records for a specific week, month, or pay period
- In From / In Till — Filter by check-in time range
- Out From / Out Till — Filter by check-out time range
- At Work Greater or Equal / At Work Lesser or Equal — Filter by actual hours worked
- Pending Hour Greater or Equal / Pending Hour Lesser or Equal — Filter by pending or unconfirmed hours
- OT Greater or Equal / OT Lesser or Equal — Filter directly by the overtime hours value, allowing you to pull only records where overtime exceeded a certain threshold
For a standard monthly overtime report, set Attendance From and Attendance Till to the month’s start and end dates, then click Filter. The list narrows to only OT records within that period. Select all filtered records and proceed to export.
Selecting Records for Export
To export the overtime data, first select the records you want included. Click the Select (34) button at the top left to select all OT attendance records at once. All rows are marked, and the Bulk Actions appear as follows: Select, Unselect, Export, and Filter — all labeled with the number of selected records.
If you only need specific records for a specific employee or date range, use individual checkboxes to select specific rows, or apply a filter before selecting.
Exporting the Overtime Report
Once the records have been selected, select the “Export” button from the Bulk Actions toolbar. A pop-up will be generated where you will find the column list as well as file name options.
The available columns for the export are:
- Employee
- Date
- Day
- Check-In
- In Date
- Check-Out
- Out Date
- Shift
- Work Type
- Min Hour
- At Work
- Pending Hour
- Overtime
There is a “Select All Columns” box on top, which will select all data in one click. For a focused overtime report, the most relevant columns are typically Employee, Date, Day, Check-In, Check-Out, At Work, Min Hour, and Overtime. Deselect any column that is not required for your particular report generation.
The File name field at the bottom defaults to “Attendance Report” — rename it to something more specific like “OT Report May 2026” before downloading so the file is easy to identify later.
The format selector defaults to Excel. Once everything is set, click Export. Spreadsheet downloads instantly, one row for each overtime entry and with selected columns as headings.
What the Exported File Contains
The downloaded file gives you a clean, ready-to-use spreadsheet. Each row represents one OT attendance record — one employee on one day. The Overtime column specifically shows the overtime hours for that record, making it straightforward to sum overtime by employee, filter by date, or pivot by department in Excel without any additional manipulation.
This file can be attached to payroll runs, shared with department managers, used for overtime cost analysis, or kept as a compliance record for the period.
Practical Tips
If you run this report monthly, applying the date filter before selecting records keeps the export clean and period-specific. Exporting all OT records without a date filter will include historical overtime from previous periods, which makes the file harder to work with.
For payroll teams that need overtime broken down by employee rather than by day, the exported file can be easily summarized in Excel using a pivot table on the Employee and Overtime columns — total OT hours per employee for the month is then a few clicks away.
Pulling an overtime report from Horilla HRMS takes a few straightforward steps: navigate to Attendance > Attendances, switch to the OT Attendances tab, apply any date or employee filters needed, select the records, open the Export modal, choose your columns, name the file, and download. The Overtime column in the export makes the data immediately usable without any additional calculation. For HR and payroll teams that process overtime regularly, this becomes a quick and reliable part of the monthly workflow.
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